Admin and Operations Manager for Property Management Company

Duties & responsibilities:

1. System Development and Implementation:
*Designing and implementing operational processes and workflows for property management, tenant onboarding, and Airbnb guest experiences.
*Creating standard operating procedures (SOPs) and guidelines for team members to follow.
*Evaluating and selecting property management software and tools to streamline operations.
*Implementing automation and technology solutions to increase effciency and reduce manual tasks.

2. Risk Management:
*Implementing risk assessment procedures to identify potential property-related risks.
*Establishing protocols for property inspections, maintenance, and compliance with safety regulations.
*Ensuring proper insurance coverage for properties and addressing any liability concerns.
*Developing emergency response plans and procedures for unforeseen events or crises.

3. Budgeting and Financial Planning:
*Assisting with financial planning and budgeting for the property management operations.
*Tracking income and expenses, complete daily bookkeeping, ensuring accurate accounting records.
*Managing property-related finances, including rent collection, security deposits, and utility payments.
*Monitoring expenses, identifying cost-saving opportunities, and optimizing financial resources
*Conducting financial analysis to evaluate the profitability and performance of individual properties and the overall portfolio.

4. Team Management:
*Hiring, training and collaborating with remote property management team, including property managers, cleaners and contractors.
*Assigning tasks and ensuring the team operates effciently.
*Providing guidance and support to team members as needed
*Resolving conflicts or issues within the team.
*Setting performance goals and conducting regular performance evaluations.

5. Property Operations:
*Overseeing the day-to-day operations of the long-term rental and Airbnb properties.
*Managing property listings, including pricing, availability, and content optimization.
*Coordinating property maintenance, repairs, and renovations as required.
*Ensuring properties meet quality standards and are well-maintained.
*Managing relationships with property owners, tenants, and Airbnb guests.

6. Rental Management:
*Preparing lease agreements and rental contracts.
*Overseeing the move-in and move-out processes for tenants.

7. Airbnb/ Short-Term Rental Management:
*Optimizing property listings on Airbnb, including descriptions, photos, and pricing.
*Managing reservations, coordinating check-ins and check-outs for Airbnb guests.
*Responding to guest inquiries, concerns, and reviews promptly and professionally.
*Monitoring occupancy rates, analyzing performance, and implementing strategies to maximize bookings and revenue.
*Ensuring compliance with local regulations and Airbnb policies.

8. Vendor and Partner Management:
*Establishing relationships with vendors, contractors, and service providers for property maintenance, repairs, and other related services.
*Negotiating contracts and agreements with vendors to ensure cost-effectiveness and quality.
*Managing vendor performance and addressing any issues or concerns that may arise.
*Identifying strategic partnerships or collaborations to enhance property management services.

9. Communication and Reporting:
*Maintaining regular communication with property owners, tenants, and Airbnb guests.
*Providing updates and reports to stakeholders on property performance, occupancy rates, and financials.
*Collaborating with other departments or teams within the company as necessary.
*Utilizing property management software and tools to streamline processes and generate reports.

10. Scalability and Growth:
*Collaborating with senior management to develop strategies for scaling the property management operations.
*Identifying opportunities for growth and expansion, including exploring new markets or property types.
*Developing plans for team expansion, including hiring and onboarding new members.
*Establishing performance metrics and key performance indicators (KPIs) to track progress and measure success.

11. Continuous Improvement:
*Monitoring industry trends and best practices in property management and Airbnb operations.
*Conducting regular assessments and evaluations of existing processes to identify areas for improvement.
*Soliciting feedback from property owners, tenants, and Airbnb guests to enhance the overall experience.
*Implementing feedback loops and utilizing data-driven insights to drive continuous improvement.

12. Market Analysis and Strategy:
*Conducting market research to identify trends, competition, and opportunities.
*Developing pricing strategies based on market conditions and property performance.
*Implementing marketing and promotional activities to attract tenants and Airbnb guests.
*Monitoring industry developments and adapting strategies to stay competitive.
*Expand our listings beyond the Airbnb platform.

The ideal candidate would have a strong sense of responsibility and strong management experience. Extensive background in property management is a must, and familiarity with Buildium or other property management software will be strong assets. We are expecting the operations manager to be working exclusively with us with no side hustles to distract him/her from their commitment to building the team.

Typical work hours is 6am-430pm EST, 6 days a week. This is a fast-paced, voice-position as you will be communicating with local teammates in real time. Working weekends and availability to deal with emergency at off-shift hours is required.

If interested please send your CV and a voice clip/ video introduction. Only selected candidates will be contacted for interviews.